Introduction

This detailed workshop introduces an advanced, fully automated outreach system designed specifically for real estate professionals, agencies, and clients.

Leveraging artificial intelligence (AI), the system streamlines lead engagement, appointment scheduling, and follow-up processes, all within a no-code environment. The core focus is on creating dynamic, personalized interactions that adapt to user inputs, automate scheduling, and generate notifications—ultimately enhancing efficiency and client experience.

The system is built around multiple interconnected flows, each responsible for a specific stage of the outreach and booking process. These include initial outreach, appointment booking, reminders, follow-ups, and notifications. The entire setup is customizable, allowing users to tailor questions, responses, and integrations to their specific needs, whether they use HighLevel, Jot, or other CRM platforms.

Central Concepts and Workflow Overview

1. Automated Outreach via AI

• The outreach process begins with a personalized message from a virtual real estate company, crafted dynamically using AI prompts.

• The message initiates a conversation with potential clients, asking key questions such as:

  • Have you considered selling your property?

  • What is your asking price?

  • Are you living in the property or is it an investment?

  • When are you planning to move?

  • How long have you owned the property?

• These questions are looped within a flow that captures responses into custom variables (called Bot Fields).

2. Flow Structure and Components

3. Key Technical Elements

• Chat Prompts & Variables: Use of custom Bot Fields to store user data (name, property details, contact info).

• AI Persona & Prompts: The AI is configured with a persona (e.g., "local real estate company") and instructions to guide responses.

• Model Configuration: Parameters like max tokens (e.g., 200-500), temperature (e.g., 0.4), and model version are adjustable.

• Response Handling: Responses are stored in choices.message.content; the system checks if all parameters are collected or if further questions are needed.

• JSON Payloads: Responses are formatted into JSON for downstream processing, such as appointment creation or notifications.

Step-by-Step Breakdown

A. Initiating Outreach

• The system sends a personalized message asking about property sale considerations.

• It collects responses on:

  • Interest in selling

  • Price expectations

  • Property type (owner-occupied or investment)

  • Moving timeline

  • Ownership duration

• The flow loops through questions, saving answers into Bot Fields.

• If a user does not respond, a reminder message is sent after a set period (e.g., 20 seconds for demo, adjustable).

B. Creating an Appointment

• Once sufficient data is collected, the system presents available dates.

• Users select a date and time, which are mapped into JSON payloads.

• The system fetches available slots dynamically from calendar integrations (e.g., Google Calendar, HighLevel Calendar).

• The appointment details (date, time, user info) are formatted into a JSON object and sent to the CRM or calendar API.

• The appointment is confirmed with a status of "confirmed" to ensure it appears on the calendar.

C. Handling Time Zones

• The system detects user time zones via phone number or user input.

• It presents options in a list format for the user to select.

• The matching process uses chat completion prompts to interpret user responses, accommodating sentences or variations.

• The mapped time zone is stored in a custom field for accurate scheduling.

D. Finalizing and Notifying

• After booking, the system formats confirmation messages.

• It generates calendar invites and adds them to the user's calendar.

• A notification is sent to a live chat agent with detailed lead and appointment info.

• The JavaScript functions create professional notifications with all relevant details, formatted for clarity.

E. Integration with External Platforms

• The system supports HighLevel and Jot for CRM and calendar management.

• For HighLevel, it creates contacts and appointments via API calls.

• For Jot or other CRMs, similar API integrations are configured.

• The calendar slots are fetched dynamically, allowing up-to-date availability.

F. Follow-up and Re-engagement

• The system includes follow-up flows that trigger based on user inactivity or specific conditions.

• Follow-ups can be via SMS, WhatsApp, or email.

• The timing of follow-ups is adjustable (e.g., 8-12 hours, 24 hours).

• The content is personalized, and buttons or links are included to bring users back into the conversation.

Technical Details and Customization Options

1. Bot Fields & Prompts

• Bot Fields store all user data, such as:

  • user_name

  • property_address

  • interest_level

  • asking_price

  • ownership_duration

  • moving_date

  • time_zone

• These fields are populated dynamically during the conversation.

2. AI Prompt Engineering

• Prompts are structured with instructions, questions, and responses.

• The AI persona is set to "local real estate company".

• System messages guide AI behavior, ensuring consistent tone and relevant responses.

• Custom variables are used to inject user data into prompts.

3. Response Management

• Responses are stored in the choices.message.content.

• The system checks if all parameters are collected.

• If not complete, it loops back to ask the next question.

• Once complete, it formats a JSON payload for further processing.

4. JSON Payloads & Data Formatting

• Responses are formatted into JSON for:

  • Appointment creation

  • Notification messages

  • Calendar invites

• The system handles inconsistencies in GPT responses by parsing and cleaning the payloads.

5. Calendar & Appointment API Integration

• The system fetches available slots via API calls to calendar services.

• It dynamically retrieves free time slots based on date ranges.

• The appointment creation API includes:

  • User contact ID

  • Calendar ID

  • Date/time

  • Location (Zoom, Google Meet, etc.)

  • Status ("confirmed")

• The confirmation message includes details and calendar links.

6. Notification & Reporting

• The system generates notifications for agents, summarizing:

  • Lead details

  • Appointment info

  • User preferences

• Notifications are formatted with JavaScript for clarity.

• The notifications are sent to designated channels or agents.

7. Switching Platforms

• The system supports switching between HighLevel and Jot.

• To replace the booking flow, users can swap the flow references.

• The API calls are adjusted accordingly, ensuring seamless integration.

Summary

This workshop demonstrates a robust, AI-driven outreach and appointment system tailored for real estate professionals. Its modular design allows for extensive customization, ensuring it can adapt to various workflows, platforms, and client needs. By automating lead engagement, scheduling, and notifications, agents can save time, increase conversions, and provide a seamless experience for clients.

The power of AI in this setup lies in its ability to personalize interactions, interpret natural language responses, and manage complex scheduling logic without manual intervention. The system's flexibility ensures it can be scaled or modified as business needs evolve.

Whether you're a real estate agent, agency owner, or CRM integrator, this solution offers a comprehensive blueprint for leveraging AI to transform outreach campaigns into automated, efficient workflows.

Final Notes

• The entire setup is highly customizable via B Fields, prompts, and API configurations.

• Testing is essential to ensure response parsing and API integrations work smoothly.

• The system can be extended with additional flows, such as post-appointment follow-ups or multi-channel outreach.

• For advanced users, integrating calendar APIs and custom scripts can further enhance functionality.

If you wish to implement this system, consider purchasing the premium template or customizing the flows as per your specific requirements. For questions or support, refer to the provided links or contact your platform provider.